Executive Assistant to the CEO

The responsibilities of the Executive Assistant relate to high-level administrative operations in the office of the CEO. Under general supervision from the Chief Executive Officer (CEO), the Executive Assistant is responsible for supporting the Agency with administrative support to the CEO on a variety of projects and administrative duties. A successful incumbent will have the ability to work independently and provide relevant solutions and recommendations on a variety of tasks to promote NVIH within the communities. This position will also have responsibilities in coordinating Board meetings, supporting the CEO in an administrative capacity with event planning, coordinating with Board of Directors, and other duties as assigned.

ESSENTIAL JOB FUNCTIONS: The list that follows is not intended as a comprehensive list, but rather to provide a representative summary of the major duties and responsibilities. Incumbent(s) will be required to perform a variety of duties listed, including but not limited to:

• Support the CEO with administrative needs specific to board meetings; i.e. record attendance and prepare previous board meeting minutes, prepare and send board packets, correspond and communicate with board members
• Manage special projects as directed by the CEO, including research, data collection and analysis
• Handle confidential and sensitive information with discretion and professionalism
• Coordinate agency-wide staff meetings and planning events
• Provide supervision, guidance, and delegating duties to Administrative Assistant to support administrative and media functions.
• Liaison with public relations firms on press releases; possibly consult with NVIH attorney
• Ensures additional administrative support is provided to CEO as needed.
• Type, edit, copy, distribute and file Agency correspondence, i.e., letters, memos reports, proposals, forms, manuals, agreements and other related Agency written information.
• Ensures accurate, accessible records, corporate files are maintained as assigned, i.e., agreements, grants, resolutions, reports, manuals, equipment and other program-related information with commitment to maintaining total confidentiality.
• Work closely with the CEO on a variety of administrative components, activities, and tasks of NVIH.
• Other duties as assigned.

All NVIH employees are expected to:

- Provide the highest possible level of service to customers;

- Promote teamwork and cooperative effort among employees;

- Maintain safe practices; and

- Abide by current NVIH’s policies and procedures.

The following knowledge, skills, and abilities are required for an employee to successfully perform their duties.

• Bachelor’s degree in Business or Healthcare or equivalent field
• Minimum 3 years in an executive administrative assistant position required; i.e. office management, administrative support, creating and organizing materials for governing bodies and/or executive staff, etc.
• Prior experience supporting Board of Directors and/or executive staff
• Demonstrate effective and excellent written and verbal communication skills.
• Demonstrate strong attention to detail.
• Leadership skills in supervising, coaching, counseling and managing performance of support staff.
• Advanced computer skills essential; i.e. typing approximately 55 WPM, word processing, computer operations, telephone.
• In depth knowledge and experience with virtual meeting computer platforms (e.g. Zoom, MS Teams, etc.). Experience planning, scheduling, and conducting virtual meetings and associated tasks.
• Able to organize, adapt and prioritize daily tasks independently with appropriate follow-up.
• Strong interpersonal skills in maintaining and enhancing effective, trusting work relationships.
• Willing to be a responsible participant in the varied job/service duties, contract mandates and activities of NVIH.
• Commitment to maintain confidentiality as it relates to clients, patients, and co-workers.
• Ability to think critically and provide relevant, realistic solutions to complex business problems.
• Reliable Transportation and ability to adhere to regular attendance.

Benefits:

Full Medical, Dental, Vision benefits; Company-paid Life Insurance & Long Term Disability (LTD); 401K participation option; Generous PTO package plus 14 days paid holidays.